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Trust,

but
verify.

Project
Monitoring
Yzah S. Tiomico

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Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

e
ct
M
o
ni
t
o

Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

Definition and
Purpose

Monitoring
It

is the regular observation and


recording of activities taking place in
project or program.

It

is a process of routinely gathering


information on all aspects of the
project.

It

also involves giving feedbacks about


the progress of the projects to the
donors, implementers and beneficiaries
of the project.

Definition and
Purpose

Purpose of Monitoring
Monitoring provides information that
will be useful in:

Analyzing the situation in the community and its


project
Determining whether the inputs in the project are
well utilized
Identifying problems facing the community or project
and finding solutions
Ensuring all activities are carried out properly by the
right people and in time
Using lessons from one project experience on to
another
Determining whether the way the project was
planned is the most appropriate way of solving the
problem at hand

e
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M
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Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

e
ct
M
o
ni
t
o

Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

Integrating the Monitoring at All


Stages

Three Basic Stages:


Project Planning
(Situation
Analysis,
Problem
Identification, Definition of the
Goals, Formulating Strategies,
Designing a Work Plan and
Budgeting)

Project Implementation
(Mobilization, Utilization and Control of
Resources, and Project Operation)

Project Evaluation

Integrating the Monitoring at All


Stages

Situation Analysis & Problem


Definition
It

is a process through which general


characteristics and problems of the
community are identified.
It
is
done through collecting
information necessary to understand
the community as a whole and
individuals within the community.
It should be monitored to ensure
that correct and updated information
is always available about the
community and its problem.

Integrating the Monitoring at All


Stages

Setting Goals and Objectives

GOAL
It is a general statement of
what should be done to
solve a problem.
OBJECTIVES
These are finite subsets of a
goal and should be specific,
in order to be achievable

Integrating the Monitoring at All


Stages

Setting Goals and Objectives

Objectives
SMART

should

Specific
Measurable
Achievable
Realistic
Time bound

be

Integrating the Monitoring at All


Stages

Setting Goals and Objectives

Goals
and
objectives
provide the basis for
monitoring and evaluating
a project. They are the
yardsticks upon which
project success or failure
is measured.

Integrating the Monitoring at All


Stages

Generating Structure &


Strategies

The planners and implementers


should decide on how they are
going to implement a project,
which is the strategy.
It involves determining all items
(inputs) that are needed to carry
out the project, defining the
different groups or individuals
and their particular roles they
are to play in the project (actors).

Integrating the Monitoring at All


Stages

Designing a Work Plan


After
establishing
the
appropriateness
of
the
decisions, the executive should
discuss and agree with all
actors on how the project will
be implemented.
Work Plan is a description of
the necessary activities set out
in stages, with rough indication
of the timing.

Integrating the Monitoring at All


Stages

Designing a Work Plan

It helps to:
Finish the project on time
Do the right things in the
right order
Identify
who
will
be
responsible for what activity
Determine when to start
project implementation

Integrating the Monitoring at All


Stages

Monitoring Indicators

These are quantitative and


qualitative signs (criteria)
for measuring or assessing
the achievement of project
activities and objectives.
These should be explicit,
pertinent and objectively
verifiable.

Integrating the Monitoring at All


Stages

Four Types of Monitoring


Indicators
Input indicators
Output indicators
Outcome indicators
Impact indicators
Planning must indicate what
should be monitored, who should
monitor, and how monitoring
should be undertaken.

Integrating the Monitoring at All


Stages

Implementation
It is the stage where all planned activities
are put into action.
Monitoring
is
important
at
this
implementation phase to ensure that
the project is implemented as per
schedule. This is a continuous process
that should be put in place before
project implementation starts.
Monitoring should appear on the work
plan and should involve all stake
holders. If it is not well, arrangement
should be made to identify the problem

Integrating the Monitoring at All


Stages

Summary of the Relationship


Planning

describes
ways
which implementation and
monitoring should be done.
Implementation
and
monitoring are guided by the
project work plan
Monitoring
provides
information
for
project
planning and implementation

e
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M
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Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

e
ct
M
o
ni
t
o

Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

Evaluating
Achievement

Evaluation

It is a process of judging
value on what a project or
program
has
achieved
particularly in relation to
activities
planned
and
overall objectives.

e
ct
M
o
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Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

e
ct
M
o
ni
t
o

Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

Information
Management

Management Information &


Information Management

Management Information
-kind of information (data)
-the information needed in order
to make management decisions
Information Management
-kind of management (system)
-process of analyzing and using
information which has been
collected and stored in order to
enable
managers
to
make

Information
Management

Management Information &


Information Management
Monitoring provides information
about what is going on in the
project.
This
information
is
collected during planning and
implementation
phase.
The
information helps to detect if
anything is going wrong in the
project.
Management
can
therefore find solutions to ensure
success.

e
ct
M
o
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Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

e
ct
M
o
ni
t
o

Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

The Roles of
Stakeholders

Monitoring is a vital management and


implementation role that cannot be
left to only one stake holder.

Advantages of Participation
common undertaking
enhancing accountability
better decisions
performance improvement
improved design
more information

The Roles of
Stakeholders

Challenges of Participation in
Monitoring

High cost
Variations in information
Inaccuracies

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M
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Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

e
ct
M
o
ni
t
o

Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

Community Level

Levels of
Monitoring

Community
level
is
where
implementation utilization of the
benefits of the project take place.
The major purpose of monitoring is to
improve the implementation and
management of the projects.
Specific objectives for monitoring:
(a)Ensuring that the projects are
implemented on time, (b) they are of
good quality and (c) that the project
inputs are well utilized

District and Sub-Country


Level

Levels of
Monitoring

The district and sub-country officials


should get information from the
community monitoring. They should
also monitor the outcome of the
project.
The objectives therefore include:
supporting the improvement in
project
performance
and
measuring the applicability of the
way the project was designed in
relation
to
community
strengthening.

National & Donor Level

Levels of
Monitoring

Monitoring at the national and donor level is to


find out if project inputs are well used project
design is appropriate, and for learning.
The objectives of monitoring in this level are:
to ensure that the inputs for are
efficiently
and
effectively
utilized,
planned activities are being realized,
measure
applicability
of
the
methodology
to
community
strengthening,
draw
lessons
from
project intervention for future projects
in the country & beyond
The methods for monitoring at this level
include: (a) routine monitoring, (b) action
research and qualitative enquiries, (c)

Community Level

Levels of
Monitoring

Stake
Holder

Executive
Committe
e

Communit
y
Mobilizers

Issue

Monitoring Indicator

Means of
Observing

Freq.

Timely
Number of project
Routine
Implementa
activities implemented in project
Weekly
tion of
time.
visits
Projects
Routine
Appropriate
project
use of
visits.
No materials misused
Weekly
project
Project
resources
quality
checks
Proper
Percentage of projects
collection
Reviewing
with project site files;
and storage
the project Weekly
number of reports in site
of project
site files
files
information
Compare
activities in
Realistic
the work
project
Number of project work
plan with
implementa plans with well sequenced
Monthly
how they
tion work
activities
are
plan
implemente
d
Number of
activities.
Community
Amount of
participatio Number of persons
resources Monthly
n in project performing their roles
provided by
activities
the
community

Monitoring Procedure
Members use routine
monitoring form
Members use routine
monitoring form
Check quality using the
technician's guidelines
Members of the project
committee review the
project site file, reports
and comments
Mobilizers (1) review
sequence of project work
plans with a technical
person, and (2) conduct
monthly project site visits

Project site visits;


Discussions with people
about their contributions.

Sub Country & District Level

Levels of
Monitoring

Stake Holder

Issue

Functioning of
Community
mobilizers and
Development
community
Assistant
committees

Monitoring
Indicator
Number of
committees
performing
their roles

Means of
Verification

Freq.

Review of each
committee's
Twice a year
performance

Identification of
Review of
projects that
Number of
project
fall in the
projects under identification Twice a year
district plan
the district plan reports. Project
and national
visits
priorities

District
Project Coordinator
and

Community
Planning Unit leaders
acquisition of
community
management
skills

Number of
villages using
community
participation in
planning and
implementing
projects

Review of
project reports.
Focus group
discussions
Twice a year
and other
qualitative
enquiry
techniques.

Monitoring
Procedure
CDA during the
qualitative
enquiries
determine the
performance of
each
committee
The planning
unit reviews
the plans from
the parishes, to
establish if
they fall under
the district plan
and national
priority areas
Planning unit
conducts
qualitative
enquiries to
find out if
communities
are
participating in
project
activities.
District specific
procedures

National & Donor Level

Levels of
Monitoring

Stake Holder

National
Office
and

Issue
Community
knowledge
of
methodolog
y

Monitoring
Indicator

Means of
Verification

Freq.

Surveys,
Proportion of
focus group,
people aware
discussions, Annually
of the
key informant
methodology.
interviews

Percentage of
project
outputs
Effectivenes attained.
s of the
Percentage of
project
design
design
aspects
appreciated
by the
community.

Review of
project
reports,
Surveys,
Annually
Focus Group
Discussions,
Key Informant
Interviews

Donors

Adaptation
of
implementa
tion
experiences
by other
projects and

Proportion of
the project
National and
design
international Annually
aspects
discussions

Monitoring
Procedure
Agency or
Ministry
design and
conduct the
annual
studies

Agency or
Ministry
design and
conduct the
annual
studies

Agency or
Ministry
conducts
meetings with
academic
institutions
and
community
projects to

e
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M
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Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

e
ct
M
o
ni
t
o

Definition & Purpose


Integrating the Monitoring at
All Stages
Evaluating Achievement
Information Management
The Roles of Stakeholders
Levels of Monitoring
After Observations are Made

After the Observation are


Made

Monitoring & Reporting


Reporting is a major
activity
during
project
monitoring. It is the way in
which information about
the process and output of
activities, and not just the
activities,
is
shared
between the stake holders

After the Observation are


Made

Verbal Reporting
This is the process where reporting is
done orally. It is the commonest
means of reporting. The community
members find it easier and more
effective to communicate to others in
words.
Advantages:
The ability for a wider proportion of
the community to participate
Clarity and timely distribution of
information
Low cost
Challenges:

After the Observation are


Made

Written Reporting

It is important to report about the


results of activities not just the
activities. Write what you observe,
along with reviewing reports of
technical people.
Advantages:
provide
reliable
information
for
management
purposes,
provide
information from the technical people
& reports that are written are easy to
manage
Challenges:
day to day writing during project

Some Monitoring
Forms

Work Plan Task List


Activity (In
order of
Implementati
on)

By Whom

Implement
ers

Responsibil
ity to
monitor

When(Timi
ng)
Start

End

Input
s

Sourc
e

Some Monitoring
Forms

Community Routine
Monitoring

Community:
Activity in the Work Plan; (Who
should do the work?)

Project:
Objective of the
Activity

Monitoring

Some Monitoring
Forms

Monitoring the Activity


Dat
e

Measurement of
the Indicator
Today
(How much?)

Day the
Activity
Should be
Finished

Names of Those Doing the Monitoring:


___________________________________
___________________________________
___________________________________

Comments &
Concerns
(How far are we
now?)
(Is the quality of
the work okay?)
(What are the
problems?)

Recommendations:
Have

a proper and regular


monitoring.